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HomeMy WebLinkAboutRFP - 7495 ROAD WEATHER INFORMATION SYSTEMS FOR MAX BRT (2)Addendum 1 7495 Road Weather Information Systems for MAX BRT Page 1 of 5 ADDENDUM NO. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of BID 7495: Road Weather Information Systems for MAX BRT OPENING DATE: 3:00 PM (Our Clock) June 3, 2013 To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: Exhibit 1 – Questions & Answers Exhibit 2 – Revised Review & Assessment Criteria Please contact Doug Clapp, Senior Buyer at (970) 221-6776 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing Addendum 1 7495 Road Weather Information Systems for MAX BRT Page 2 of 5 EXHIBIT 1 – QUESTIONS & ANSWERS 1. Did the City send the RFP to other RWIS vendors, if so which ones? Yes, please go to Go to www.fcgov.com/eprocurement to sign into the system. All formal bids can be accessed by clicking on Open Bids. Then click on the List under the Bid Holder List column. 2. Does the City want an on-site warranty for the equipment, or just factory? The City would like a one year factory warranty for the equipment that includes on-site labor to diagnose/replace/install the defected item. 3. Does the City want a full RWIS site or more of a basic non-invasive/video package? The City is interested in a basic non-invasive system for both sites. 4. P. 3 "Introduction" "Contractor must be able to interface with Vaisala's Scan Web software unless hosted by vendor." How will the data hosting be decided and at what point ? During the proposal evaluation our team will decide if the hosted solution meets our requirements and is acceptable in terms of usability and pricing as compared to our existing Vaisala Scan Web software. Please include a yearly price to host the RWIS data per site so we can budget for it going forward. 5. In order to evaluate the requirements to interface with Vaisala's system, can you please provide a complete system description of the Vaisala Scan Web software. I cannot provide a complete technical description of the Vaisala Scan Web software as this is a proprietary system. The Scan Web software is the predecessor of the Navigator software. More information on the Navigator software can be found at: http://www.vaisala.com/Vaisala%20Documents/Brochures%20and%20Datas heets/Road%20Weather%20Navigator%20WID721-B211038EN-A- Datasheet-LoRes.pdf If your system cannot be hosted by you then further investigation can be done to determine how your system can interface to the Vaisala Scan Web software. It may be an interface that is as simple as inserting a link within Scan Web that points to your web software or it may be something as complex as inserting your sensor data into the Microsoft SQLServer database that Scan Web makes use of and having Scan Web display it similarly. If your system needs to be hosted by us then please include with your proposal pricing for the required hardware and software. Addendum 1 7495 Road Weather Information Systems for MAX BRT Page 3 of 5 6. P. 3 "Vendor Qualifications", "Local Service Technicians available to provide on- site technical support." Does this apply exclusively to the warranty period (12 months) or to a longer period of time? Ideally we would like the availability of local service technicians for on-site technical support throughout the life of the product. However, the first 12 months are especially important during the warranty period. Please include pricing for on-site technical support after the warranty expires. 7. P. 3 "Vendor Responsibilities", "Provide installation of RWIS equipment." Can you please provide more information about the locations of the RWIS equipment. For example, are there existing structures to which the RWIS poles are to be attached or is it necessary to build the foundations for the poles ? At this time the light poles along the side of the BRT guide way have not been installed. I’ve been told to expect them in August or September. The light poles (one for each system) that will be used are the responsibility of the city to install and provide electricity to. Therefore, you will not be asked to build the foundations for the poles. I envision your sensors being installed near the top of the pole and your cabinet on the lower part of the pole about 4 feet above the ground. For both RWIS sites your non-invasive sensors and cabinets would be banded to the poles. 8. P. 5 "Vendor Hosting Requirements", "The system shall have the capability of providing decision support services...based on a localized weather forecast." Is the vendor to provide the local weather forecasting capabilities or to integrate existing localized weather forecasts ? This bullet point has more to do with the vendor having the capability (whether the vendor provides the local weather or integrates to existing localized weather forecasts) to provide decision support and not necessarily needed in the proposal for the two RWIS sites at this point in time. Please include with your proposal if you have the capability and some examples of what you’ve provided to other agencies. 9. If the vendor is to integrate existing localized weather forecasts, can you please provide detailed information about the type of data, data retrieval, etc., i.e. specific information about the system in use. This would be left up to the vendor to include in their proposal about the type of decision support they are capable of providing, at this point it only needs to be an option. 10. P. 5 "Vendor Hosting Requirements", "If the vendor hosts the RWIS data,..." How will this be decided and at what point ? If the vendor hosts the RWIS data, for how long a period of time? During the proposal evaluation our team will decide if the hosted solution meets our requirements and is acceptable in terms of usability and pricing as compared to our existing Vaisala Scan Web software. The vendor hosting the Addendum 1 7495 Road Weather Information Systems for MAX BRT Page 4 of 5 two RWIS systems would need to do so over the life of the systems. Please include a yearly price to host the RWIS system per site so we can budget for it going forward. In terms of how long the weather data would be stored, I would envision the proposal including a storage model for archival and removal. Addendum 1 7495 Road Weather Information Systems for MAX BRT Page 5 of 5 EXHIBIT 2 – REVISED REVIEW & ASSESSMENT CRITERIA In section 4.0 Evaluation: Replace review and assessment criteria with the following: REVIEW AND ASSESSMENT Professional firms will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and interview session. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING FACTOR QUALIFICATION STANDARD 2.0 Scope of Proposal Does the proposal show an understanding of the project objective, methodology to be used and results that are desired from the project? 2.0 Assigned Personnel Do the persons who will be working on the project have the necessary skills? Are sufficient people of the requisite skills assigned to the project? 1.0 Availability Can the work be completed in the necessary time? Can the target start and completion dates be met? Are other qualified personnel available to assist in meeting the project schedule if required? Is the project team available to attend meetings as required by the Scope of Work? 1.0 Motivation Is the firm interested and are they capable of doing the work in the required time frame? 3.0 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm done previous projects of this type and scope? 1.0 UDBE Is the primary firm a UDBE or has the primary firm submitted UDBE participation that meets or exceeds UDBE goal for the project?